Administrative Assistant Deans Office

Job description

AFDA is inviting applications for the position of Administrator / Admin Assistant in the Deans Office, Cape Town campus.

Roles and Responsibilities
1. Reception Duties: liaising with public, administrative staff, learning staff and students.

• Serve as the first point of contact for the Dean's Office, providing a welcoming and professional atmosphere.
• Manage incoming calls, emails, and in-person inquiries efficiently and accurately.
• Maintain a well-organised reception area, ensuring it is presentable and conducive to a positive experience.
• Develop a thorough understanding of AFDA's programs, policies, and procedures to provide accurate information to visitors and callers.
• Schedule appointments and manage the Dean's calendar, coordinating with internal and external stakeholders.

2. Campus Administration: liaising with senior management, minute taking, reporting.

• Act as a liaison between the Dean's Office and other departments, fostering effective communication and collaboration.
• Prepare agendas, attend meetings, and accurately record and distribute minutes.
• Compile and prepare reports, presentations, and other documents as required by the Dean.
• Maintain confidential files and records, ensuring accuracy and security.
• Assist in the coordination of campus events and activities.

3. Communications: public liaison and student liaison, reporting.

• Draft and distribute professional correspondence, including emails, letters, and memos.
• Manage and update contact lists and databases.
• Maintain effective communication channels with students, faculty, and staff.
• Assist in the dissemination of information through various channels, including email, social media, and the AFDA website.
• Proactively send out reminders of important dates, and deadlines.

4. Budgets: preparation, forecasts, cost reports, invoicing and payments, reporting.

• Assist in the preparation and monitoring of the Dean's Office budget.
• Process invoices, purchase orders, and expense reports accurately and in a timely manner.
• Maintain accurate financial records and documentation.
• Prepare budget forecasts and cost reports as required.
• Help to ensure that all financial transactions are aligned with AFDA financial policy.

5. Administration: general office management and assistance, reporting.

• Manage office supplies and equipment, ensuring availability and functionality.
• Organise and maintain filing systems, both physical and electronic.
• Coordinate travel arrangements and accommodations for the Dean and other staff members.
• Provide general administrative support to the Dean and other members of the office.
• Help with the organisation and set up of meetings and events.

6. Representing the Deans Office in all relevant communications, events and interactions.

• Act as a professional and knowledgeable representative of the Dean's Office in all interactions.
• Attend relevant meetings and events, providing support as needed.
• Maintain a positive and professional demeanour at all times.
• Be able to solve problems and answer questions that are presented by students and staff.
• Must have a good understanding of the entire campus and its departments.

Requirements

Essential Personal Attributes:
• Excellent Communication Skills: Clear, concise, and professional verbal and written communication.
• Organizational Skills: Meticulous attention to detail and the ability to manage multiple tasks simultaneously.
• Interpersonal Skills: Ability to build rapport and maintain positive relationships with diverse individuals.
• Problem-Solving Skills: Proactive and resourceful in addressing challenges and finding solutions.
• Confidentiality: Ability to handle sensitive information with discretion and integrity.
• Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Proactive and Self-Motivated: Ability to take initiative and work independently.
• Adaptability: Ability to thrive in a fast-paced and dynamic environment.
• Professionalism: Maintain a professional demeanour and appearance at all times.
• Discretion: Must be able to use good judgement.
• Friendly and Approachable: Must be able to make people feel welcome.
• Interest in the Creative Arts: A passion for or interest in the creative arts field is a plus.
• Time Management: Ability to prioritize tasks and meet deadlines.
• Team Player: Ability to collaborate effectively with others.
• Stress Tolerance: Ability to remain calm and composed under pressure.
• Flexibility: Willingness to adapt to changing priorities and responsibilities.

Key Competencies [role associated]
• Excellent in Microsoft Office
• Excellent verbal and written communication
• Ability to multi-task
• Efficient effective organisational and administration skills
• Strategic Planning

9. Personal Attributes [role associated]
• Good interpersonal communication
• Resourcefulness
• Good time management
• Work with accuracy and attention to detail
• Confidentiality
• Attention to detail
• Problem solving
• Multitasking
• Leadership support

Selection Criteria:
• Strong Communication & Interpersonal Skills – Ability to engage professionally with students, staff, and external stakeholders, both in written and verbal communication.

• Organizational & Administrative Competence – Proven ability to manage multiple tasks, maintain records, and coordinate office activities efficiently.

• Confidentiality & Professionalism – Capacity to handle sensitive information with discretion while maintaining a high level of integrity and professional conduct.

• Technical Proficiency – Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant administrative tools.
• Time Management & Multitasking Ability – Ability to prioritize work, meet deadlines, and manage competing responsibilities effectively.
• Problem-Solving & Initiative – Resourceful in addressing challenges, taking proactive steps, and independently resolving issues when needed.

• Budgetary Control & Financial Reconciliation – Experience in preparing budgets, processing invoices, tracking expenses, and ensuring financial accuracy in line with institutional policies.

• Understanding of the Creative Arts & Higher Education Environment – Familiarity with academic structures and a passion for or experience in the creative arts sector is an advantage.

• AFDA employs candidates in line with the Employment Equity Act and as such preference will be given to suitably qualified candidates from designated groups.

Company Description

AFDA (The School of the Creative Economy) is the leading school of its kind in South Africa, offering higher certificates, undergraduate and postgraduate degrees in Motion Picture Medium, Live Performance, Business Innovation and Technology. AFDA is a full member of CILECT, the association of the world's major film and television schools. The AFDA values are passion, self- discipline, integrity, reliability and humility.

Posted on 18 Mar 10:44, Closing date 17 May